Participant Folder - Introduction. Participant Folder

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Gertrude Harrington
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1 Participant Folder - Introduction Introduction This HuBERT on-demand training module Intro is provided by the MN Department of Health WIC Program. It provides an overview of the Participant Folder. Purpose Participant Folder The Participant Folder displays the most recent information that we ve collected and saved to the MN WIC database, including the most recent certification info and historical info Purpose1 such as benefit issuance history and previous anthropometric measurements. Open PF We can use the Open Participant Folder icon or double-click on the highlighted row in the participant list to open the Participant Folder. PPT List There is also an option to open the highlighted row in the Participant List menu. Open PF1 Go ahead and open Mara Thon s folder. <no audio> Click the Open Participant Folder icon or double-click on the row in the participant list. Alerts1 CPA Review Alerts There are two types of alerts that display when participant folders are opened: user-defined, such as this one, and system-defined. Both of which are reviewed in the Manage Alerts module. <no audio> Click the Close button or press the Enter key. Page 1

2 Alerts2 System-defined alerts, or CPA Review alerts, are messages automatically generated by HuBERT when a member of the household is due for a certification or mid-certification assessment or needs to provide information, such as proof of income. They all display based on different parameters. We just need to know that they will automatically display in enough time to notify us if something is needed and will stop displaying once the required condition is met or the date of the requirement is past. The CPA Review alert includes all messages for the household, which means it will only display once when we open multiple participant folders from the same household at the same time. <no audio> Click the Close button or press the Enter key. Multiple Multiple Participant Folders We can have multiple participant folders opened at the same time from the same or different households. The List screen will always remain open. Depending on your settings, buttons will display on the taskbar for each open folder allowing us to toggle easily between them. <no audio> Click on Mara s button. <no audio> Click on Mama s button. <no audio> Click the List screen button. Buttons1 We can also hover over the buttons to see the participant details PF that display on the title bar of each folder. PF1 HuBERT won t allow us to open the same folder twice but it will allow more than one person to have the same participant folder opened at the same time. However, this can become a timing issue if changes are made so best practice is for only one user to have a specific participant folder open at a time. Page 2

3 PF2 The participant folder imitates hanging file folders. Each tab contains information that belongs to the tab subject. Some tabs, like Demographics, have sub-tabs on their right margin. Bright yellow tabs are a quick visual indicator that the participant is considered high-risk. PF3 Much of the information in the participant folder can be updated at any time, such as when scheduling appointments or during nutrition education contacts. PF4 And in some tabs, the system will automatically prompt us to save our changes. <no audio> Click Yes. PF5 However, if a participant is at WIC for a certification or Mid-certification assessment, then changes to the participant s information should be made in the Guided Script, not the participant folder. <no audio> Click the X to close the Guided Script. PF6 When the Cert Guided Script or the MCA Guided Script has been started, but not completed, the participant folder is locked and all the fields are grayed out. No changes can be made until the guided script is completed or the lock is removed. There is a function in the Certification menu that allows us to remove the lock if necessary. <no audio> Click to open the Certification menu. The Remove Incomplete Certification and Remove Mid-certification Assessment options allow us to unlock the participant folder and stop the guided script process. Since we closed the Guided Script for a Mid-Cert Assessment, that s the option enabled. <no audio> Select Remove Mid-certification Assessment. The message that displays informs us that although the MCA guided script has been canceled, any information already collected will still be saved to the Participant Folder. <no audio> Click the Yes button. Page 3

4 ChangeHHID Participant Activities Change Household ID There are a couple of unique functions in the Participant Activities menu. <no script> Click on the Participant Activities menu. One function is Change Household ID. This allows us to place a participant in a different household, which may occur with custody changes such as when a child enters or leaves foster care. Or, on rare occasions, if a new member has been added to the wrong household. We should also change a participant s household ID if they were to die. Since there is no way to remove a participant who has died from our agency s database until they are automatically removed after 6 months of folder inactivity, we can assign the participant a new household ID so that they no longer display with the rest of their household members and staff don t inadvertently seem insensitive by asking questions about them. Go ahead and select Change Household ID from the menu. <no audio> Select Change Household ID. ChangeHHID1 So, we can add to an existing household or create a new one. If Mara was being returned to her family, who is on WIC, after being in foster care, we would want to return her to an existing household. <no audio>click the Find Existing Household button. We can either enter the existing Household ID or we can search for the household by their address. Let s use the Household ID: <no audio>type then click OK. ChangeHHID2 Any time we change the household, we are required to select a reason for the ID change. <no audio> Click the drop-down. The list reflects the most common reasons: custody change or correcting our data entry error. We can also select Other (explain in Notes) and document another reason, such as if the participant were to have died, if neither of the options are applicable. Page 4

5 <no audio> Click to close the list. At this point, we can edit the Authorized Rep, Find Another Household, click OK to save our changes or Cancel. Let s cancel. <no audio> Click the Cancel button. ChangeHHID3 Let s look at creating a new household. If Mara had died, we would want to remove her form her current household by giving her a new household ID. <no audio> Click the Create New Household button. It looks very similar to the household information collected in Prescreen <no audio> Click to Continue with Module. ChangeHHID4 and to complete it we would need to select our change reason from the list, which is the same as when adding someone to an existing household. <no audio> Click Cancel again. ChangeHHID5 The last function available is to View ID Change History. <no audio> Click the View ID Change History button. If we had changed Mara s Household ID, the date, household IDs and reason would be displayed here. <no audio> Click Close. ChangeHHID6 And her new Household ID and household information would display in Demographics. Term Terminate & Reinstate Participant certifications can be terminated for a number of different reasons, both automatically by the system and manually by us. Let s look at manually terminating a cert. Again, this function is found in the Participant Activities menu. <no audio> Click the Participant Activities menu. Page 5

6 <no audio> Select Manually Terminate Participant. We always have to select a termination reason. <no audio> Click the Termination Reason drop-down. Many of the reasons listed are system terminations or reasons we would never use. However, if a participant dies, and we are notified, we should terminate their current certification by selecting Death of Participant. We have already talked about moving them into another household. Terminating their certification removes them from report outputs and from system terminations. <no audio> Click below the scroll bar to view the rest of the list. In very, very rare instances, a participant may ask to no longer participate in WIC. Although it occurs rarely, let s select Participant Requested Termination anyway. <no audio> Select Participant Requested Termination. Terminations do require notification and the policy for this is provided in Chapter 5 of the MN Operations Manual, or MOM. Let s Generate the Official Notification by clicking OK. <no audio> Click OK to generate the Official Notification. TermLetter1 The Letter of Ineligibility lists the reason why the participant was terminated, and as required by policy, provides the participant with the opportunity to have the decision reviewed. TermLetter2 <no audio> Click to Continue with Module. Term1 We can see the termination date and reason in the Show Details panel Term2 and in the Demographics AdditionalInfo2 Tab. Reinstate Reinstating a terminated cert is another function found in the Participant Activities menu and we can reinstate a terminated certification as long as the cert period has not ended (and it is appropriate to do so). Page 6

7 <no audio> Click the Participant Activities menu. <no audio> Select Reinstate Terminated Participant. <no audio> Click Yes. We ll find this is a handy function since HuBERT auto-terminates participants for Failure to Pick-up and we won t be able to issue benefits until we ve reinstated them. PPTSummary Print Participant Summary We can print a summary of a participant s certification period by selecting the Print Participant Summary option from the Participant Activities menu. Let s go ahead and do that. <no audio> Select Print Participant Summary. PPTSummary1 All of Mara s certification periods are listed in the Produce Participant Summary dialogue and we can select whichever one we may need. This document could potentially be used to provide historical certification information, such as to verify a participant was on the WIC program during a certain time period, or to provide referral information to other programs or health care providers. We just need to make sure to follow our agency s procedures and Release of Information requirements. Let s run the summary for the first cert listed. We can do that by clicking the OK button. <no audio> Click the OK button. PPTSummary2 Keep in mind that this is sent immediately to the printer and has private data since it has Mara s name, birth date, address, telephone and authorized rep s name. Along with any measurements taken during her cert period. PPTSummary3 It also lists her risk factors, any food packages with effective dates during the cert period PPTSummary4 and Nutrition Education topics and benefit issuance information. Page 7

8 GenNotice Generate Official Notification The Generate Official Notification option prints termination letters for all participants who have been automatically terminated by the system. Since we don t notify these participants because, in most cases we can reinstate them, we do not use this function. Work Work with Another Household Member The Work with Another Household Member function allows us to open other household member s participant folders without using the search screen. Work1 However, it closes the current participant s folder Work2 and re-displays the household alerts. Work3 <no audio on screen> Displays Mama Thon s participant folder. Work4 So in general, we suggest using the search function, which allows us to have multiple household member s folders open at the same time. Close Closing the Participant Folder The EXIT icon does not close the Participant Folder like we might think, instead it closes the clinic module completely, including all open folders and the list screen. Close1 There is an option in the Participant Activities menu Page 8

9 Close2 or we can simply click the X in the top right corner. Go ahead and do that. <no audio> Click the X to close the participant folder. Close3 <no audio on screen> Back to search screen. End Thank you for reviewing this HuBERT on-demand training module presented by the MN Department of Health WIC Program. Page 9

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